Most people start looking for an event planner when the date is already fixed and the boss is already asking questions. That is fine. What helps is knowing what a good planner does, which kind you need, and how to tell a capable one from a confident one in a single meeting.
- A planner owns the plan, the suppliers and the day. You should only have to make decisions, not chase people.
- Pick a planner who does your type of event often. Corporate, private and outdoor events need different habits.
- Judge them on their questions. A planner who asks about your guests, budget and goal before quoting is a good sign.
- Get the scope, the payment schedule and the cancellation terms in writing before you pay anything.
What an event planner actually does
Strip away the titles and a planner does three jobs. They turn your idea into a plan with a budget. They find, book and manage every supplier. And they run the day so that you can host instead of firefight.
In practice that means things like:
- Shortlisting and visiting venues, then negotiating the contract.
- Building a line-by-line budget and keeping it updated as decisions change.
- Booking caterers, sound, lighting, décor, MC, entertainment, photography and transport.
- Writing the run of show: who does what, minute by minute, from load-in to the last guest leaving.
- Checking that music licences, venue approvals and any county permissions are covered.
- Being the single person every supplier calls on the day.
What a planner usually does not do is build things. Staging, large-scale branding, LED screens and production crews are often hired in. Some firms have all of that under one roof. That is the difference between a planner and a full production company, which we cover in our guide to event management companies in Kenya.
Which kind of planner you need
“Event planner” covers a lot of people. The person who runs a beautiful 80-guest wedding is not automatically the right choice for a 600-person staff party, and the reverse is just as true.
| Type | Typical events | What they should be good at |
|---|---|---|
| Corporate planner | Conferences, launches, end-of-year parties, award nights, AGMs | Procurement paperwork, brand guidelines, run-of-show timing, managing senior speakers |
| Private or social planner | Birthdays, anniversaries, graduations, family celebrations | Working with a family’s wishes, smaller budgets, décor and styling |
| Wedding planner | Ceremonies and receptions, including traditional events | Managing two families, long timelines, rehearsals, emotional days |
| Outdoor and festival organiser | Open-air concerts, fun days, sports days, roadshows | Tents, power, toilets, crowd flow, weather plans, permits |
Many planners cover more than one row. Ask them which kind of event makes up most of their work in a normal year, and listen for the honest answer.
A quick test: ask a planner to describe the last event like yours they ran, and what went wrong. Everyone has a story. Planners who claim nothing ever goes wrong have either not done much or are not telling you.
How to shortlist planners in Nairobi
You do not need ten quotes. Three serious ones from planners who fit your event type is enough to compare properly.
Start with referrals
Ask colleagues in HR, admin or marketing who ran last year’s party or conference. Ask what they would do differently. A referral with a frank review is worth more than a polished website.
Look at real, recent work
Photos and videos of actual events, with dates and the client named where they are allowed to. Stock images or the same five photos on every page tell you very little.
Check capacity for your date
December is the busiest month in Nairobi’s events calendar. A planner juggling four parties on the same Friday cannot give yours their full attention. Ask how many events they are running that week and who from their team will be on site at yours.
Send the same brief to everyone
Date, guest numbers, who the guests are, location preference, budget range and what the event is meant to achieve. Same brief, same deadline. Then the replies are comparable. If you are unsure how fees are structured, our article on how much event planners charge in Kenya explains the common models.
Questions to ask at the first meeting
- Who will actually run our event? The person who pitches is not always the person on site. Meet the lead.
- What is included in your fee, and what is not? Site visits, meetings, day-of staff, overtime, transport for the team.
- How do you handle supplier payments? Do we pay suppliers directly or through you? Is there a mark-up, and will we see it?
- What is your backup plan for rain, power cuts and no-shows? Good planners answer this quickly because they have done it before.
- Who handles licences and approvals? Music licensing through MCSK, KAMP and PRISK, venue approvals and anything the county needs.
- How will you protect our guest data? If they will hold staff or client details for registration or invitations, they should know the Data Protection Act 2019 applies.
- What happens if we cancel or postpone? Get the terms in writing, including what is refundable once suppliers are booked.
Pay attention to the questions they ask you. A planner who wants to understand your guests and the goal of the evening will design something that fits. One who jumps straight to themes and packages may be selling what they already have.
Red flags worth walking away from
- A single total with no breakdown. You cannot compare it, and you cannot see what was left out.
- Full payment up front. A deposit to secure the date and suppliers is normal. Paying everything before the event leaves you with nothing to bargain with.
- No contract. A WhatsApp thread is not a contract. Ask for a written agreement with scope, dates and payment terms.
- Vague answers about the team. “We will have people there” is not a staffing plan.
- Pressure to decide today. Popular dates do go quickly, but a good planner will hold a date for a short, agreed period while you get approval.
Once you have chosen, agree on a simple rhythm: a weekly update by email, one decision-maker on your side, and a final walkthrough a few days before. Our event planning checklist for Kenya is a useful shared reference for both sides.
Looking for an event planner in Nairobi?
Send us your date, guest numbers and budget range. We will tell you plainly what is realistic and who from our team would run it.
Quick answers
How far ahead should I hire an event planner in Nairobi?
For a large corporate event, two to three months is comfortable. For December parties, start in August or September, because venues and good suppliers are booked early.
Is an event planner the same as an event management company?
Not quite. A planner coordinates the plan and the suppliers. An event management or production company usually also owns or directly runs staging, sound, lighting, branding and crew.
Can one planner handle events outside Nairobi?
Many can, but ask how they manage suppliers, transport and accommodation upcountry, and whether they have run events in that town before.
Should I tell the planner my budget?
Yes. A planner designs to a number. Giving a realistic range saves time and gets you proposals you can actually approve.
